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Video meetings and calendars

When a booking with a video link changes

Links and calendar entries follow the booking: moved with it, handed over when it goes to someone else, and removed when it is cancelled.

Plans
Plans: Solo, Pro
In the plugin
CaliDiary → Overview (the booking's window)

Solo and Pro plans. Video meetings and calendar connections come with the Solo and Pro plans. Compare the plans.

When you need it

  • A client asks to move their consultation to another day.
  • A booking moves from one adviser to another, for example when someone is ill.
  • A booking is cancelled and you want to know the meeting has gone too.

Step by step

  1. Open the booking from CaliDiary → Overview (or the Overview tab of Appointments).

  2. Press Move to give it a new date or time, and Move booking to save. The same meeting is moved: Zoom, Teams and Meet keep the link, and every calendar entry follows. The customer's “moved” email carries the link.

    [Screenshot to come] It will show: The Move booking window for Jordan Lee's Initial consultation, with a new date chosen, a free time selected and the Move booking button.
    Moving a booking that has a video link to a new time (Appointments → Overview → a booking's window → Move)

  3. When the booking is moved to another person, their calendar gets the entry and the old person's calendar loses it. If the link came from the old person's own account, a new link is made from the new person's account (or the business account) and the customer is emailed the new link. A link from the business account stays as it is.

  4. Press Cancel booking to cancel it. The meeting is deleted and every calendar entry is removed.

  5. Check the Video meeting and calendars section of the booking's window. Each item shows Done or Not yet. If something failed, press Try again once the problem is fixed.

    [Screenshot to come] It will show: Video meeting and calendars after the move: the same Link to join, items marked Done, one item marked Not yet with “…: not done yet. CaliDiary is trying again.” and the Try again button.
    A booking's video and calendar items after a move, with one waiting and Try again (Appointments → Overview → a booking's window)

At a glance

What happens to the booking The meeting Calendar entries The customer
Waiting for approval or payment Not made yet None yet Gets the link once it is confirmed
Moved to a new time Moved, same link Moved “Moved” email with the link
Moved to another person, link from the old person's account A new link from the new person's (or the business) account Removed from the old person's, added to the new person's Emailed the new link
Moved to another person, link from the business account Stays the same Removed from the old person's, added to the new person's Same link
Cancelled Deleted Removed Cancellation email

Tips

  • A booking never fails because of video or calendars. It is always confirmed by its normal rules; if the link couldn't be made at once, it follows by email, and you are told what went wrong.
  • Customers get the link only in CaliDiary's emails and calendar file. Google and Microsoft never send them invitations.
  • Calendar entries show the service, the customer's name, the reference and a link to the booking, never their email, phone or answers.
  • When a customer moves their own booking in My bookings, the meeting and calendar entries follow in the same way.

Common problems

A team member leaves
When you switch off Taking bookings for them or delete them, their connections are removed and their future bookings are flagged so you can give them to someone else. Giving each booking to another person makes a new link where needed.
You disconnect a video service
The confirmation lists how many future bookings have links from that service. Meetings already made stay (still hosted there). Moving or cancelling them still updates them while possible; otherwise the booking window says so.
Your plan goes back to Free
Existing links and calendar entries stay, but no new meetings are made. Settings says so plainly.
“Video meeting not made yet”
The provider was busy or had a limit reached (for example Zoom's 100 meetings a day per user). CaliDiary tries again later with growing gaps and emails you once. You can press Try again in the booking window.

New to CaliDiary?

Start on the free plan, with no booking limit. Upgrade only when you need to.

Start freeSee pricing and plans